An all-in-one cloud archive is a difference-maker for your business.

There is one answer to all the email archiving problems you have: the cloud. And there are seven reasons why:

1. Simplicity: My business is complex enough.

Data: 59% of businesses say administrative complexity is a top-three challenge, according to a Vanson Bourne Research Study.

Insight: There are a lot of moving parts to any organization, small or large. Add market forces and legal and regulatory requirements, and you’ve got your hands full. Managing an on-premises data center is no easier. A cloud email archiving solution makes things simpler with automated updates and security patches, and streamlined self-service processes that ease the burden on your IT administrative team.

Tip: Simplify operations with 100% cloud-based email archive software that integrates into your environment with open APIs.

2. Speed: I need that email. Now!

Data: Radicati Group projects that 269 billion business and consumer emails will be sent and received in 2017. That number is expected to rise to 319.6 billion by the close of 2021.

Insight: When you look at that kind of volume, you see why email search speed is critical to business performance and responsiveness. Fast access is especially important in e-discovery. “The most likely scenarios in which you need fast access to archived emails are client requests and court requests,” explains Robert Hanna, a partner with Tucker Ellis LLP in Cleveland. “You have to track down responses that are directed to the involved parties.” A delayed response to any request – from a client, court or regulator – can result in lost business, sanctions and fines.

Tip: Look for solutions that guarantee fast search, and do so in combination with case review and e-discovery tools.

3. Mobility: We need to work from anywhere, anytime.

Insight: It’s almost impossible to do business without mobile technology these days. Enabling your team to access archive data, including Office 365™ archives, gives staff the power to respond regardless of when or where. This is especially helpful during natural disasters and other situations that prohibit employees from reaching the office. They can continue to search for email, respond to requests and meet regulatory deadlines without missing a beat.

Tip: Select mobile-enabled archive data solutions that integrate with Outlook and Office 365.

4. Reliability: We don’t have time for downtime.

Data: The Aberdeen Group estimates the hourly cost of downtime at $8,581 for small businesses and $686,250 for larger enterprises.

Insight: Your business system needs to keep running – especially for, say, a healthcare organization or a utility company. No matter what industry you’re in, you’ve got to be able to meet regulatory timeframes for GDPR-type requests even when your email is down.

Tip: Choose an always-connected archiving solution with a 100% uptime SLA.

5. Security: My data is important.

Insight: “Murphy's law is still a universal truth: What can go wrong will go wrong,” says Steven Weisman, JD, senior lecturer in the Department of Law, Tax and Financial Planning at Bentley University. We can’t avoid cyberattacks, human error and technical failures occur, but we can take steps to reduce that risk and increase resilience. “Storing data without encrypting the data leaves the organization vulnerable in the event of a data breach of the storage protocol.”

Tip: Seek email archive solutions that offer end-to-end encryption; and targeted threat protection, monitoring and alerts.

6. Cost-Efficiency: I care about ROI.

Data: 39% of respondents to a Vanson Bourne Research Study cite unpredictable cost as one of their top three email archiving challenges, and 22% don’t know how much they pay per raw TB for archive storage.

Insight: “It takes people to administer archives on site,” explains John Webster, senior partner with the Boulder-based Evaluator Group. “You lighten the load because it shifts to the cloud. You save headcount or allow it to do other things.” Cloud archiving also enables you to maximize data longevity without continually adding capacity, he adds and creates a safe secondary storage tier for data that isn’t actively used.

Tip: Improve ROI and reduce CAPEX by replacing outdated, expensive on-premises archiving and storage with a cloud-based email archive.

7. Compliance: I care about retention & handling regulations.

Data: Respondents to a Vanson Bourne Research survey desire tools to improve regulatory compliance, such as long-term data preservation (37%), data recovery (35%), and GDPR compliance (31%).

Insight: Many industries and most countries impose regulations related to records retention, and failure to comply can lead to penalties and fines. According to an Osterman Research report, “Data subject to compliance requirements that is not managed and retained in compliance with these regulations can trigger government information requests. These can quickly transform into expensive legal proceedings, fines, and maybe even jail time.”

Tip: Preserve and maintain absolute control of your data while meeting internal and external regulatory compliance.

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